Chief Information OfficerSolutions and Partners 2 Innovations CIOSP2i

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Chief Information OfficerSolutions and Partners
2 Innovations (CIO-SP2i)
Donald WilsonSenior Contracting Officer

VENDOR BREAKOUT MEETING June 23rd, 2009
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Overview

• Provide CIO-SP2i Contract Status
• Review Contract Deliverables
• Contract Modification
• Modification for American Recovery and
  Reinvestment Act (ARRA) Clauses
• Partnership
• Marketing Efforts

• Ordering
• Administrative File Transfer
• Invoice Processing
• E-Gos Demo

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Contract StatusNumber of Task Awards Authorized
575
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Contract Status

• Total Dollars Authorized Including Options

7,262,386,698.35
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Contract Status
Percentage of Vendors that have received Task
Awards 86
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Contract Deliverables

• Program Status Report
• Original Check for Remittance of NIH Fees
• Check Report and Copy of the Check
• Sales Report
• Reports are due the 10th of each month

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Reporting Requirements

• All reports should be submitted to
• nihcios2_at_od.nih.gov
• The Check Report, copy of check, and Sales Report
  should also be submitted to your designated
  financial team representative
• The Original Check should be forwarded to the NIH
  Cashiers Office

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Suggested Check Format
Mail Check to NIH, OFM, FSB Building 31,
Room B1B23 31 Center Drive, MSC 2054 Bethesda,
MD 20892-2054
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Suggested Check Stub Format
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Reporting RequirementsSubcontracting Reports -
Large Businesses

• The SF-294 and SF-295 are no longer used to
  document this reporting requirement.
• The Electronic Subcontract Report System (eSRS)
  is now available for use at www.eSRS.gov.
• You may now enter your Subcontracting Reports for
  Individual Contracts (formerly the SF-294 and
  Summary Subcontract Reports (formerly the
  SF-295) electronically into eSRS.

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Reporting Requirements Subcontracting Reports -
Large Businesses (cont.)

• You must hit the submit button on each report
  for submission of data into eSRS.
• To notify NITAAC of report submissions, enter the
  following e-mail addresses in the specific areas.
  The e-mail addresses for the CIO-SP2i
  Contracting Officers are
• nihcios2_at_od.nih.gov and Wilsond_at_od.nih.gov

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ORDERING

• Background

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Administrative File Transfer
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Master Contract Modifications

• American Recovery and Reinvestment Act (ARRA)
  clauses
• FAR 52.203-15 (Whistleblower Protections)
• FAR 52.204-11 (Reporting Requirements)
• FAR 52.212-5/Alternate II (Contract Terms and
  Conditions Required to Implement Statutes or
  Executive OrdersCommercial Items )
• NIH .5 Fee

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Reminders

• Keep websites operational, email addresses,
  distribution lists and points of contact current
• Past performance is extremely important
• Good past performance ratings
• Future contract awards
• Encourage customers to write PBSA Statements of
  WorkFAR Part 37.000Service Contracting
• Fixed Price Contract

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Invoice Payments

• In June of 2007, the NIH deployed a new
  administrative and financial system, the NIH
  Business System (NBS), while at the same time
  continuing to operate the NIH Administrative
  Database (ADB) for some existing awards.  Each of
  the systems has it own invoicing requirements. 

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Invoice Payments-Tips

• If you have funds still remaining on an ADB
  award, use the invoice requirements for ADB
  awards until all funds have been exhausted.
• ADB invoices must clearly identify the Record of
  Call (ROC).
• All invoices must include the billing period to
  assist to determine when funds have been
  exhausted in the ADB.
• Your task order PMs should be able to easily
  determine ADB balances if they have been tracking
  task spend rates.

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Invoice Payments-Tips

• If all of the funds for a task order originally
  awarded out of ADB have been expended, use the
  invoice requirements for NBS awards.
• Do not mix elements from the systems as this
  confuses OFM as to what system funds are in and
  will likely cause your invoice to be rejected.

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Invoice Payments-Tips

• A NITAAC-issued NBS task order will be evident by
  the fact that it is signed by a NITAAC CO.
• All  NBS task orders issued under a CIO-SP2i
  award will be 2-way match.
• For NITAAC issued NBS task orders, the Central
  Point of Distribution e-mail address should
  appear on your invoice.
• IMPORTANT NOTE  This is not where the contractor
  sends the invoice but is for OFM use only to
  notify NITAAC that their action is required for
  approval, IT SHOULD NOT BE USED BY THE CONTRACTOR
  TO FORWARD INVOICES (the e-mail address for all
  other CIO-SP2i issues  is nihcios2_at_od.nih.gov.

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Invoice Payments-Tips

• The Central Point of Distribution e-mail address
  for NBS-issued task orders issued by NITAAC is
  CIO-SP2iInvoices_at_mail.nih.gov
• IMPORTANT NOTE  If the task order is issued from
  another NIH office other than NITAAC and the
  order must be a 2-way match, then your invoice
  should contain that offices Central Point of
  Distribution e-mail address which the issuing
  office should provide on the task order.

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Invoice Payments-Tips

• For orders issued by NITAAC, both ADB or NBS
  funds, send the invoice in Electronic version
  (preferably PDF) to NITAAC at
• nihcios2_at_od.nih.gov
• Electronic version (preferably PDF) to the COTR
  at an e-mail address that should have been
  provided in the task order.
• IMPORTANT NOTE In order to expedite payment,
  your company should obtain the COTR sign-off of
  the invoice and use this version to submit to
  NITAAC.

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Invoice Payments- Status

• You can easily access the information at the NIH
  Vendor Invoice Query web site
• https//silk.nih.gov/adb/billpay.

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Future Invoice Processing
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Electronic Vendor Invoicing Program (eVIP)

• On, about or shortly after 6/26/2009, NIH intends
  to roll out its new Electronic Vendor Invoicing
  Program (eVIP)
• Five Vendors have been selected to participate in
  the pilot program and the rest of the Vendors
  will be phased in later this fall.
• Both systems will continue to operate until all
  Vendors are using the eVIP system.
• Once a Vendor decides to go eVIP, they will not
  be allowed to submit paper invoices.

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Electronic Vendor Invoicing Program (eVIP)

• Provide a shared real time, view of payment
  status and vendor information for OFM, ICs and
  Vendors.
• Allow suppliers to enter and match invoices
  electronically, minimizing processing errors
  associated with mailing, scanning, invoice entry,
  and matching.
• Provide capability for paperless, more accurate
  invoicing.

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Electronic Vendor Invoicing Program (eVIP)

• PHASE II WORKFLOW

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Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
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Invoice Process Flow Future State 2 Way Vendor
Key Takeaways

• Vendors access iSupplier using their user name
  password associated with their TIN
• Vendors with multiple TINs require multiple user
  accesses
• One Primary POC per vendor TIN is identified for
  each NIH iSupplier vendor
• This Point of Contact is POC for addl NIH
  iSupplier Users requesting access to view
  financial transactions for this Tax
  Identification Number

• Vendor is responsible for entering accurate
  information in these fields
• Quantity to Invoice
• Central Point of Distribution (for 2 way invoice)
• Unique Invoice Number
• Attachments (Optional) to support the invoice
• The rest of the fields are populated from the
  Purchase Order automatically

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Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
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Invoice Process Flow Future State 2 WayIC
Reviewer Key Takeaways

• The role of IC Reviewer is to review the invoice
  and forward it for approval
• IC Reviewer gets notified about a pending invoice
  if they are associated with the Central Point of
  Distribution mailbox chosen by the vendor
• If they identify that the invoice does not belong
  to that IC, they notify the OFM to cancel the
  invoice
• OFM cancels the invoice and requests the vendor
  to submit the invoice with the correct Central
  Point of Distribution as cited in the Purchase
  Order

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Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
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Invoice Process Flow Future State 2 WayVendor
Key Takeaways

• Vendors will access iSupplier using their user
  name and password associated with their TIN
• Vendors with multiple TINs will require multiple
  user accesses
• One Primary POC per vendor TIN will be identified
  for each NIH iSupplier vendor
• This Point of Contact will be the POC for any
  additional NIH iSupplier Users requesting access
  to view financial transactions for this Tax
  Identification Number

• Vendor is responsible for entering accurate
  information in these fields
• Quantity to Invoice
• Central Point of Distribution (for 2 way invoice)
• Unique Invoice Number
• Attachments (Optional) to support the invoice
• The rest of the fields are populated from the
  Purchase Order automatically

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Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
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Invoice Process Flow Future State 2 WayIC
Reviewer Key Takeaways

• The role of IC Reviewer is to review the invoice
  and forward it for approval
• IC Reviewer gets notified about a pending invoice
  if they are associated with the Central Point of
  Distribution mailbox chosen by the vendor
• If they identify that the invoice does not belong
  to that IC, they notify the OFM to cancel the
  invoice
• OFM cancels the invoice and requests the vendor
  to submit the invoice with the correct Central
  Point of Distribution as cited in the Purchase
  Order

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Invoice Process Flow Future State 2 Way
Is this the correct CPOD?
No
Yes
Contract Officer
Approve?
No
Yes
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Invoice Process Flow Future State 2
WayContract Officer Key Takeaways

• The role of Contract Officer is to approve the
  invoice
• Contract Officer gets notified about a pending
  invoice if they are associated with the Central
  Point of Distribution mailbox
• Contract Officer can approve or reject (all or
  disallow an amount) the invoice
• The approval or rejection by Contract Officer is
  forwarded to OFM
• OFM acts on the Contract Officers actions and
  either releases payment, disallows the amount
  specified by the CO, or cancels the invoice
  requesting the vendor to resubmit the invoice

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Invoice Process Flow Future State 2 Way OFM
Takeaways

• Because of separation of duties OFM must disallow
  or cancel or release an invoice for payment
• There will be no OFM re-match, if the supplier
  matches to an incorrect line the invoice must be
  canceled by OFM and resubmitted by the supplier

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Electronic Government Ordering System (eGOS)

• Timothy Warrington, OLAO IT Director

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Marketing Efforts

• John ChiuSr. Contract Officer

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Points of Contact
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Designated Representatives
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Designated Representatives (Continued)
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CIO-SP2i Partnership Shared Interests